Registration Assistant (Evening Shift)
Briya is committed to promoting diversity, equity and inclusion (DEI) within our organization and the communities we serve. We seek to bring diverse candidates to our school because we value a diversity of experiences and ideas in our workplace.
To begin your application, please send your resume to email@example.com
The Registration Assistant provides administrative support to the registration team to ensure successful student registrations and placement testing at Briya Public Charter School — a leading two-generation education program serving immigrant parents and their young children in Washington, D.C. Briya is a Tier One Public Charter School, consistently achieving the highest educational outcomes through its innovative, family-centric programming.
At Briya, adults acquire English, digital literacy, and parenting skills, with some continuing to the school’s workforce development programs. At the same time, their young children attend Briya’s high-quality early childhood program. Briya’s workforce programs include the Medical Assistant and Child Development Associate Programs.
Briya has a strategic partnership with Mary’s Center, a Federally Qualified Health Center, further strengthening student families with comprehensive medical, dental, and social services. At three of its four campuses, Briya is co-located with Mary’s Center, and many Briya students are recruited through referrals from Mary’s Center staff.
The Registration Assistant is responsible for making calls to prospective students, scheduling appointments, inputting student data, registering students for classes (ESOL, early childhood, and workforce programs), and providing workforce CASAS testing assistance – all in support of the ultimate team goal of reaching annual student count targets and maintaining enrollment throughout the year.
Essential Duties and Responsibilities
The Registration Assistant position may include, but is not limited to, the following tasks and responsibilities:
Workforce Registration: June 1-October 1
- Ensure prospective students meet workforce program enrollment criteria before enrollment
- Provide support to students during the registration process, including answering questions and assisting with completing required documents such as enrollment forms and collecting high school diploma and proof of COVID vaccination
- Collect proof of address from all registrants and complete home visits as needed
- Obtain new student leads from multiple sources and call prospective students within 48 hours of expressed interest
- Manage registration team Google Voice accounts, following up on missed calls and messages
- Manage registration tasks for Workforce students: conduct registration interviews (onboarding), administer placement tests, and provide support for staff
- Be available to answer questions regarding registration and eligibility requirements from staff, prospective and current students as needed.
- In partnership with outreach staff, maintain the workforce registration tested waitlist number
- Communicate details about the admitted class list with Workforce coordinators, teachers, and IT prior to class start date; for example, but not limited to, how many students have tested, how many have completed registration, how many are fully enrolled, who has dropped out of the class, and information about special cases
- Refer special registration cases to the Registration and Workforce Strategy Manager
Prospective Student Testing
- Schedule remote and in-person entry testing session appointments for workforce
- Call prospective students for initial testing appointment in order of the waitlist as presented in SIS; handle any required rescheduling as per policy
- Regularly review and communicate testing schedule status to the registration team
- Track testing appointments to make sure numbers stay within the room maximum
- Send applicants reminder text messages before testing appointments
- Coordinate and ensure interpretation is available for registering students as requested
- Administer and proctor both daytime and evening CASAS testing for workforce registrations
- If other proctor support will be provided, confirm proctors’ attendance and be available as back-up for last minute changes
- Reserve testing rooms and ensure necessary resources are available such as laptops and scrap paper
- Manage all testing appointment administration, including pre-check testing assignments, adding IDs to spreadsheet and SIS, looking up students in (TopsPro, LACES, CASAS). and uploading scores into SIS
- Collaborate with Registration and Workforce Strategy Manager for post-testing pass/fail result calls to students.
- Provide testing accommodations to ensure equal access for all candidates as needed.
ESOL Registration Support: Oct 1-June 1
- During the “off season” for workforce registration, this position supports calling, scheduling and completing registrations for ESL and early childhood classes
- Collaborate with the Admin Manager to ensure adequate staffing to complete re-enrollments with current students by the determined deadline
- Collect proof of address from ESL registrants and complete home visits as needed
- Record all prospective student interactions in SIS
- Track students that want to transfer from one program to another and the steps they need to take; for example, determine if they need to take a CASAS entry exam if transferring from ESL to Workforce
- Assist in the analysis of workforce program applicant CASAS scores to identify patterns and propose strategic shifts in testing protocol and applicant readiness
- Ensure the accurate collection and recording of student information required for their program of interest; this includes, but is not limited to, information communicated through phone calls, information obtained from paper forms, CASAS testing results, Proof of Address documentation, etc.
- Input test results into SIS after completing in-person CASAS entry exams for incoming Workforce class
- Input data into SIS after filling out paper forms with new students
- Upload registration packets to SharePoint for grant purposes.
- Maintain a professional demeanor and represent Briya’s values in all communication with prospective students.
- Provide training and support for staff providing occasional support for registration activities; this includes, but is not limited to, how to conduct accurate student registration calls, enter data into Salesforce accurately, administer correct CASAS entry exam forms for program of interest, etc.
- Provide assistance during new student orientations and welcome calls as needed
- Take on additional projects and responsibilities to meet the school’s needs and enrollment goals as requested, prioritizing and adjusting the daily workload in partnership with the Registration and Workforce Strategy Manager and the Director of Outreach & Registration
- Assist with team, school, and community distributions as needed
- Attend and participate in all Briya staff meetings, trainings, and retreats, preparing and presenting registration updates as needed
A successful Registration Assistant will excel in the following ways:
- Teamwork – Can work well in multidisciplinary team setting with a variety of cultural and educational backgrounds and experiences. Contributes to building a positive team spirit, puts success of the team above own interests, and supports colleagues’ and students’ efforts to succeed.
- Interpersonal Skills – Exhibits excellent interpersonal skills and can build and sustain positive, productive relationships. Solves conflicts in a cooperative manner; assumes accountability for own actions; and keeps emotions under control in a fast-paced, team-intensive environment. Able to use tact, discretion, and diplomacy in working with all students, clients, partners, and the public.
- Communication Skills – Has excellent written and verbal communication skills.
- Cultural Sensitivity – Has a strong commitment to diversity, with respect and sensitivity to cultural and educational differences. Understands cultural and linguistic barriers to education and works to help overcome these for student success.
- Flexibility – This position works 12pm-8pm from June – October and 9am-5pm from October – June.
- Management Skills – Highly organized and able to manage multiple tasks and priorities simultaneously. Able to engage and motivate staff in ongoing registration activities.
Briya Public Charter School also values and expects the following from its employees:
- Professionalism – Treats others with respect and consideration regardless of their status or position. Follows established policies and procedures to support the overall function of the organization.
- Safety and Security – Observes safety and security procedures, reports potentially unsafe conditions, and uses equipment and materials properly.
- Attendance/Punctuality – Is consistently at work and on time, adhering to a schedule pre-determined between the employee and the supervisor.
- Dependability – Follows instruction and responds to management direction. Takes responsibility for own actions.
- Financial Management – Contributes to the financial health of the school through dedication to student retention, support of new family recruitment, and cost-conscious expenditures to meet the needs of the school.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required for the Registration Assistant. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and/or Experience –
- Bachelor’s degree preferred
- Minimum 3 years of work experience in a related position
- English and Spanish proficiency (other languages a plus)
- Ability to work independently, without immediate supervision, and collaborate across multiple teams
- CASAS and Salesforce experience a plus
Reasoning Ability – Ability to apply common sense understanding to carry out moderately complex, multi-step instructions and make appropriate independent decisions as necessary.
Physical Demands – Regularly required standing, walking, and sitting, sometimes for many hours at a time; frequently required to reach with hands and arms, walk, stoop, kneel, crouch, talk, or hear; must be able to lift objects up to twenty-five (25) pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work Environment – Primarily in a typical office setting with quiet to moderate noise level. Ability to regularly travel around Washington, D.C. using personal and/or public modes of transportation to travel between sites as needed. This role requires both in-person and virtual student and staff engagement.
To begin your application, please send your resume to firstname.lastname@example.org